Issued By: SayPro Strategic Partnerships Office
Applies To: All Project Teams, Donor-Funded Programs, and Implementation Units
Objective: To provide clear, structured schedules outlining project phases, key milestones, and deadlines to ensure accountability and timely execution.
🗓️ Purpose
Project timelines are essential for tracking progress, allocating resources efficiently, and meeting both internal and donor expectations. Every active SayPro project must have a well-defined schedule that aligns with donor agreements and SayPro’s quarterly targets.
✅ Timeline Structure Requirements
Each project timeline must clearly reflect the following phases:
1. Initiation Phase
- Project concept finalized
- Donor agreement signed
- Compliance documentation submitted
- Project launch meeting scheduled
📅 Expected Duration: 1–2 weeks from funding confirmation
2. Planning Phase
- Detailed work plan developed
- Project proposal finalized (or updated)
- Budget and resource planning completed
- M&E indicators aligned
📅 Expected Duration: 2–3 weeks
3. Implementation Phase
- Project activities commence
- Monthly progress updates logged
- Quarterly reports submitted to donors
- Monitoring visits conducted
📅 Duration: Depends on project scope (typically 3–12 months)
4. Review & Evaluation Phase
- Impact assessment conducted
- Lessons learned documented
- Final report prepared and submitted
- Community feedback collected
📅 Expected Duration: 2–4 weeks post-completion
5. Close-Out & Handover Phase
- Project assets recorded/handed over
- Financial audit (if required)
- Local ownership confirmed (where applicable)
- Donor acknowledgment and final meeting
📅 Expected Duration: 1–2 weeks
📌 Milestone Examples
| Milestone | Description | Deadline |
|---|---|---|
| Project Kickoff | Official start and stakeholder briefing | Week 1 |
| First Activity Report | Update on field activities and deliverables | End of Month 1 |
| Mid-Term Review | Evaluation of progress and risk | Midpoint of project |
| Final Impact Report | Full documentation of outcomes | Within 30 days of completion |
| Donor Close-Out | Submission of final reports and materials | Final project week |
🔧 Tools & Templates to Use
- SayPro Project Timeline Template (Gantt chart format)
- Milestone Tracker Spreadsheet
- SayPro Project Calendar (Google Calendar or SayPro Portal)
- Automated Deadline Alerts via SayPro internal system
📥 Submission Requirements
- Timelines must be created at the start of each new project
- Updates submitted monthly to the Strategic Partnerships Office
- Any timeline changes must be approved by the project manager and recorded in donor files
📞 Support & Queries
Email: timelines@saypro.online
Access Templates: SayPro Internal Portal > Tools > Timelines
Deadline for SCSPR-13 Period Timeline Updates: June 25, 2025